Administrative/Database Specialist - Veteran Upward Bound

at Wichita State University in Wichita, Kansas, United States

Job Description

Performs a variety of professional and administrative duties that facilitate the operations of a function(s), program(s), and/or department(s).

Essential Functions

Supports the programs and services provided by the department(s) by performing varied or related processes which may include creating and maintaining databases and websites, monitoring, facilitating, and enforcing compliance with established criteria, guidelines and standards, etc. May coordinate, attend, prepare materials for and/or take minutes at meetings and special events. May prepare or assist in the preparation of budgets, grant applications, proposals, status reports and/or financial statements. May identify and pursue ways to improve the efficiency and effectiveness of administrative procedures used by students, faculty, visitors and staff. May order and maintain sufficient inventory of office supplies and equipment. May be assigned to lead, assist, coordinate or support special projects as needed.

Job Duties

80% Administrative Specialist
Serve as the reception being warm, welcoming, and approachable.
Support compliance processes, documentation, and reporting, keeping timelines tight and details spotless.
Ensures the program operates efficiently and remains audit-ready by developing, maintaining, and securing databases that capture key participant information, services provided, and outcomes achieved.
Assist with campus tabling and engagement events.
Jump in quickly when issues arise, surfacing concerns early and helping find solution-focused resolutions.
Provides administrative support such as scheduling, correspondence, purchasing, and recordkeeping to keep daily operations running smoothly.
Provide general administrative support that keeps the office running smoothly and efficiently.
Is aware of institutional, federal, and state reporting timelines and requirements.


20% Database Liaison
Maintain accurate student and program data across two similar programs.
Serve as the liaison with our database services provider. Ensuring billing is correct, updates are accurate, and customization needs are communicated.
Input new student intake data, update records keeping things clean and consistent.
Technical proficiency in data entry and database management.
This position supports program leadership by generating reports, monitoring data quality, and assisting with federal and institutional documentation.

Required Education and Experience:

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• Ability to maintain confidentiality of sensitive student and program data.
• Knowledge of database management principles, data integrity, and reporting practices.
• Understanding of federal grant compliance requirements, documentation standards, and audit processes.
• Knowledge of office administration procedures, recordkeeping, and financial tracking processes.
• Attention to detail to ensure data accuracy and compliance with grant requirements.
• Ability to collect, organize, and analyze data to produce accurate reports and summaries.
• Organizational and time management skills to handle multiple deadlines and priorities.
• Ability to learn and adapt to new data systems or reporting tools.

Preferred Qualifications:

• Bachelor’s degree in a relevant field such as: Business Administration, Information Systems or Data Management, Education or Educational Administration, or closely related/relevant field. OR Associate degree with significant relevant experience (e.g., data management, administrative support, or grant compliance) may be accepted in lieu of a bachelor’s degree.
• 2-4 years responsible administrative or data management experience, preferably within a higher education or grant-funded environment.
• Experience maintaining and reporting data for federally funded programs (e.g., TRIO, Title III, or Department of Education grants).
• Demonstrated experience with data reporting, auditing, and compliance documentation.
• Prior experience providing administrative support, such as scheduling, purchasing, and record maintenance in a fast-paced, deadline-driven setting.

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.

Additional Physical Requirement:

May need to assist with tabling events on campus; some mil